In this video, Dave Crenshaw shows you a few of his suggested tweaks to set up and use the Outlook Web Application in the most efficient way for Time Management Fundamentals.
- [Instructor] Let me show you a few of my suggested tweaks to set up and use the Outlook web application in the most efficient way for time management fundamentals. Many of these tweaks are also available on the desktop version of Outlook. First, of course, you'll need to log in to your Outlook account. Most often, you'll do this by entering your login information at outlook.office.com. If you're using the corporate version, the login may be slightly different.
After logging in, you'll see a page like this. First, pin the page to the top of your current browser. Most often, you'll do this by right clicking on the browser tab and selecting Pin. This will make it quick and easy for you to access Outlook at any time. You can access a variety of Outlook settings by clicking on the settings wheel in the upper right hand corner. Whenever you need to find a setting, simply use the search settings box in the upper right hand corner.
Let's start, though, with Display Settings. I recommend moving the reading pane to the bottom of the screen. This allows you to see an entire message within your reading pane and helps keep your focus on one message at a time. Also make sure that the Apply to All Folders box is checked. Then, for what happens when you sign in, change that to Select the First Message in the List. Now, when you log in, you'll immediately see the first email pop up on your screen.
Then, staying in Display Settings, click on the Focused Inbox tab at the top. This is a surprisingly unhelpful feature of Outlook. Why? Because it creates multiple gathering points. We only want one gathering point, your inbox, so we're going to check Don't Sort Messages. This means that you're seeing everything you need to process when you look at your inbox. Now we can click OK and move into Offline Settings.
I do recommend that you turn on offline access if you need to access your email but don't have an internet connection. This allows you to process when you're disconnected from the web. Click OK and let's dive a little deeper. You can access more settings for your mail down at the bottom of the settings window. Click on Mail and this will bring up a much larger list of possible changes. One important setting falls under Automatic Processing, Mark As Read.
Mark As Read is another feature that's intended to be helpful but is very distracting. It creates the false sense of security that your messages have been dealt with. Remember, we want to treat all items in your inbox as unprocessed. So move away from read versus unread. Change the setting to Don't Automatically Mark Items as Read and click Save. Next, under Message Options, we do not want Outlook to steal your focus every time a new message arrives, we want you to check messages on your own schedule.
So turn off all options for new message notifications. Next, check under Reply Settings. Reply All is a dangerous option to set as your default response. This means that you might send a response to 10 or 20 different people when you reply to an email. This causes more interruptions in their day, so we want to remove Reply All sparingly, change this to Reply. Now, there are two more settings to be aware of.
First, under Accounts, you'll see an option for Connected Accounts. This is where you can add additional email accounts that you want Outlook to check beyond your primary email. Remember, we can have multiple email accounts, but we want one email inbox, if possible. So this is the place to add those accounts. Be sure to use the server settings that are appropriate for each email. It also wouldn't hurt to look through some of the other settings that you might want to change.
For instance, I like to use Undo Send, and, occasionally, you'll want to create a separate email signature that goes out on all incoming email. Play around with a variety of the settings; you won't break anything. Take a moment to get familiar with Outlook. Customizing your settings will help you be as productive as possible when going through your email.
- Recall why it is recommended to move your reading pane to the bottom of the screen in Outlook.
- Name the recommended amount of sections to have for your OneNote notes.
- Recognize questions that should not be asked when processing an email.
- List the correct steps for creating an email rule.
- Identify what should be used as a gathering point.
- Recall the benefits of repetition.